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Job Description

Coordinates various administrative and clinical functions requiring in-depth knowledge of Bariatric Surgery departmental program and services. This role coordinates the day to day operations of the multidisciplinary team with integration within the hospital and BIDMC system. Reports to the Practice Manager and Director of Operations of the Center for Specialty Care and Bariatric Surgery Program at BID-Milton and receives direction related to administrative responsibilities in support of HMFP Physicians.

Duties and Responsibilities

• Participates within the inpatient rounding process as first point of contact for the Program as patients begin their post-operative journey.
• Assist multidisciplinary program with preparation for Metabolic and Bariatric Accreditation Program which includes maintaining surgical manifests, chart preparation, and maintenance of program logs (i.e. support group session, meeting minutes).
• Prepare, organize and maintain patient records for clinical practice activities as well as maintain patient records for the physician. Organize and maintain files of correspondence, records, etc. and follow up on pending matters.
• Schedules surgical procedures, maximally utilizing block times, requesting any special equipment required for procedures. Schedules preoperative appointment including pre-operative testing and anesthesia consultation; schedules postoperative appointments. Notifies patients via letter and telephone of time, place, date, procedures for preoperative testing and surgical procedure. Pre-certify surgeries and tests as well as verifying insurance information.
• Supports practice by registering patients at check in. Answers, screens and processes the high volume of incoming practice calls in a professional manner as needed, utilizing and adhering to the guidelines for triaging calls. Asks appropriate questions and use independent judgment within scope of knowledge and authority to determine the type of appointment needed and the urgency and resolution of call. Calls may be routine, complex or urgent from a diverse population, including patients, family members, internal and external healthcare providers, staff and others.
• Records and forwards accurate and appropriate messages to staff and providers. Triage calls for urgent information or services. Respond to requests for routine information or assistance within scope of knowledge and authority. Resolve and respond to provider email requests in an efficient and professional manner.
• Types correspondence, reports, transcribe letters and patient notes as needed for physicians and/or facilitate notes and letters in CCC system. Compose routine correspondence.
• Manages correspondence, reports, fax, copying, billing, referrals, attorney letters, disability forms, requisitions and other documentation for physician.
• Organize and maintain administrative files of correspondence, records, etc. and follow up on pending matters.
• Exhibits excellent customer service and telephone etiquette in all interactions, including, but not limited to: utilizing strong and active listening skills and strong oral and written communication skills; deescalating difficult calls; effectively following all telephone protocols.
• Communicates regularly with patients, employees, other hospital personnel; interacts with others to gather and disseminate information.
• Compile patient material as needed by requesting from physician offices and other medical institutions.
• Interact with others to gather or disseminate information, maintaining confidentiality as appropriate. Independently research and follow through on a wide variety of information requests, paying close attention to detail.
• Complete sick certificates/disability or other forms requested by patients
• Provide assistance to center as needed including providing back-up for center patient care coordinators. Perform other requested duties and projects as required and within scope of skill and competency.
• Perform all duties in accordance with safety and other laws, rules and regulations as set forth by appropriate regulatory and government agencies and in accordance with established department and hospital policies and procedures.
• May be required to perform similar or related duties reflective of the level of experience as may be necessary on an emergency, temporary or limited basis or as designated by the physician, Director, Practice Manager or their designee.
• The nature of the tasks/responsibilities, required of employees in this position will likely expose them to blood and body fluids. Employees will be oriented to and required to understand and follow universal precautions for infection control. A summary list of tasks/procedures which may cause exposure to blood and body fluids is listed on the attached Physical Abilities Job Description.

Qualifications

• Min Education: Associated degree or an equivalent combination of training and experience with a High school diploma/GED, is necessary; knowledge of medical terminology.
• Min Experience: Three years of experience in a healthcare environment preferred. Experience working with patient records, billing and scheduling/registration in a clinical setting is needed for this position. Word processing skills and familiarity with Microsoft Office applications and Outlook is necessary.
• Skills: Ability to input data into the computer, and analyze data as requested. Demonstrates skill in service excellence including active listening, problem solving, and the ability to remain calm in any emotional or stressful situation. Demonstrates attention to detail, strong organizational skills with ability to prioritize multiple tasks and to work independently. Able to communicate providing verbal feedback in a professional manner. Must be able to follow directions. Must be adaptable and flexible in dealing with a variety of people. Personal maturity is an important attribute.

A Physical Abilities Job Description is a component of this Job Description.

The above statements are intended to describe the general nature and level of work being performed. This list is not to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel assigned to this position.

Pay Range:

$20.00 - $27.00

The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled